0. ABBREVIATIONS

UWA – University of Western Australia
IEEE – Institute of Electrical and Electronics Engineers
EEE – Electrical and Electronic Engineering
IT – Information Technology
CS – Computer Science
AGM – Annual General Meeting

1. NAME

The name of the branch shall be UWA IEEE Student Branch. It shall herein be cited as “the Branch.”

2. MISSION STATEMENT

To provide and enhance opportunities for career and personal development of students by acting as an intermediary between the Electrical and Electronic Engineering, and Computer Science student bodies at UWA and industry. The Branch will function solely to service the student body and act as a non-profit organization via the provision of services at the lowest possible cost to the student body.

3. STATEMENT OF OBJECTIVES

3.1 The Branch will strive to encourage greater communication between students and industry.
3.2 The Branch will function to provide students with opportunities for career and leadership development via utilizing funds in ways to provide services at the lowest possible cost to the Student Body.
3.3 The Branch will become and remain affiliated with the IEEE.
3.4 The Branch will encourage and promote co-operation with other societies representative of similar interests and aims whilst maintaining the its identity.
3.5 The Branch will promote interests in matters related to EEE/IT/CS fields of study.
3.6 The Branch will remain accessible to all members of the EEE/IT/CS student body.
3.7 The Branch will strive to raise the profile of the EEE/IT/CS industry in Western Australia.
3.8 The Branch will promote the EEE/IT/CS courses offered at the universities of Western Australia.
3.9 The Branch shall conduct itself to foster an atmosphere conducive to cooperation and teamwork.

4. STRUCTURE

4.1 COMMITTEE
All members of the Branch Committee shall be financial members of the IEEE in accordance to IEEE regulations. The constituents and their duties in the Committee shall be as follows, with positions added or removed as seen fit:

4.1.1 CHAIRPERSON
The duties of the Chairperson shall include, but by no means be limited to, the following:
4.1.1.1 To coordinate Committee activities and oversee all external matters concerning Branch operations and development.
4.1.1.2 Serve and assist Public Relations in the recruitment of new sponsors.
4.1.1.3 Serve as an authoritative figure in the Committee, and provide authorization in Branch activities where appropriate.
4.1.1.4 Maintain relations between the Branch and related parties.
4.1.1.5 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.2 VICE-CHAIRPERSON
The duties of the Vice-Chairperson shall include, but by no means be limited to, the following:
4.1.2.1 To assist the Chairperson in his or her duties.
4.1.2.2 Oversee all internal matters concerning Branch operations and development.
4.1.2.3 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.3 TREASURER
The duties of the Treasurer shall include, but by no means be limited to, the following:
4.1.3.1 Serves to manage the finances of the Branch and ensure Branch operations are financially sound.
4.1.3.2 Record all transactions made by the Branch and Committee.
4.1.3.3 Maintenance of the Branch’s bank account, and ensure its operations are in accordance to regulations.
4.1.3.4 Report to the WA IEEE Section at meetings concerning the operation and use of Branch funds.
4.1.3.5 Inform the trustee(s) of abnormal account activities.
4.1.3.6 The preparation and submission of annual financial statements as required by the IEEE.
4.1.3.7 Inform the Committee of the status of the Branch finances following any Branch functions or activities.
4.1.3.8 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.4 SECRETARY
The duties of the Secretary shall include, but by no means be limited to, the following:
4.1.4.1 To record and distribute the minutes of Committee meetings.
4.1.4.2 To prepare and distribute meeting agendas prior to Committee meetings.
4.1.4.3 To collect all motions forwarded by interested parties to be addressed at the next scheduled meeting.
4.1.4.4 The preparation and submission of annual reports as required by the IEEE.
4.1.4.5 To store all documents produced and distributed by the Branch.
4.1.4.6 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.5 MEDIA OFFICER
The duties of the Media Officer shall include, but by no means be limited to, the following:
4.1.5.1 Serves to oversee all matters of publication.
4.1.5.2 Maintenance of the Branch web site, and the updating of information therein.
4.1.5.3 Production and design of Branch documents intended for public viewing.
4.1.5.4 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.6 LIAISON OFFICER
The duties of the Liaison Officer shall include, but by no means be limited to, the following:
4.1.6.1 Represent the Branch in interactions with university and academic-based parties.
4.1.6.2 Maintain relations with student organizations representative of similar interests and aims.
4.1.6.3 Maintain relations with the student body and inform them of Branch activities.
4.1.6.4 Report to the Committee of developments concerning parties related to the University and academia.
4.1.6.5 To address the recommendations and comments made by interested parties regarding Branch activities.
4.1.6.6 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.7 PUBLIC RELATIONS OFFICER
The duties of the Public Relations Officer shall include, but by no means be limited to, the following:
4.1.7.1 Represent the Branch in interactions with industry-based parties.
4.1.7.2 Maintain relations with Branch sponsors and to keep such parties informed of Branch activities.
4.1.7.3 To serve in the recruitment of new sponsors.
4.1.7.4 To report to the Branch developments of Branch sponsors and other industry-based parties.
4.1.7.5 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.8 FUNCTIONS COORDINATOR
The duties of the Functions Coordinator shall include, but by no means be limited to, the following:
4.1.8.1 To organize Branch functions.
4.1.8.2 Notification to the Committee of the appropriate Branch sponsors applicable to individual functions.
4.1.8.3 Estimation of expenses and revenues to be generated from Branch functions.
4.1.8.4 Scheduling of activities to be performed in regards to Branch activities and functions.
4.1.8.5 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.9 COMPUTER SCIENCE REPRESENTATIVE
The duties of the Computer Science Representative shall include, but by no means be limited to, the following:
4.1.9.1 Inform the Committee of the developments within the Computer Science department.
4.1.9.2 To represent the Branch in interactions with the Computer Science department, including academia and the student body.
4.1.9.3 To maintain relations with the Computer Science department and inform them of Branch activities.
4.1.9.4 To address the recommendations and comments made by interested parties of the Computer Science department regarding Branch activities.
4.1.9.5 Accomplishment of other duties to the fulfillment of Branch objectives.

4.1.10 PUBLICITY AND PROMOTIONS OFFICER
The duties of the Publicity and Promotions Officer shall include, but by no means be limited to, the following:
4.1.10.1 The design, production and distribution of promotional material related to Branch activities and functions.
4.1.10.2 Accomplishment of other duties to the fulfillment of Branch objectives.

4.2 SIZE OF COMMITTEE
The maximum number of Committee Members has been recommended at fifteen (15).

4.3 GUESTS
4.3.1 This arrangement shall only be employed when members of the Student Body seek to become Committee Members at times when no elections have been called.
4.3.2 The status of “Guest” shall initially be placed upon members of the Student Body who seek to participate and offer their services to the Branch, and be regarded as such as a Committee Member.
4.3.3 Such students shall maintain the status for a period no shorter than two (2) weeks and no longer than one (1) month, in which time a decision shall be made by the Vice-Chairperson and with the support of the Committee on the future participation of the Student. Within one (1) month of the Student’s first introduction to the Committee:
4.3.3.1 There will be a motion to change the status of the student from “Guest” to a permanent member of the Committee with the agreement of the student, and a position subsequently defined; or
4.3.3.2 There will be a motion to maintain the “Guest” status of the student indefinitely with the agreement of the student. Such an arrangement would be subject to later review, and at the request of the Guest.
4.3.3.3 Students entering the Committee shall be financial members of the IEEE in accordance to IEEE regulations.
4.3.4 The status of the student shall be determined by his or her own level of participation in Branch activities.
4.3.5 The arrangement aims to serve Objective 3.6 whilst keeping the Committee at its recommended size.

4.4 EXECUTIVE ADVISOR
4.4.1 “Executive Advisor” status shall be given to individuals who have held a position in the Committee in the immediate past term, and who express an interest to the current Committee about a continuing role in its operations but whose circumstances prevent him or her to hold a position in the current Committee.
4.4.2 Executive Advisors may otherwise be appointed by the current Chairperson with the support of two-thirds majority of the Committee.
4.4.3 The level of participation of such individuals shall be to their own discretion.

4.5 SUPPORT TEAM
4.5.1 Constituents of the Support Team shall be those individuals whose wisdom and guidance serve to benefit the Branch in its operations.
4.5.2 The level of participation of members of the Support Team shall be to their own discretion.

5. REGULATIONS

5.1 COMMITTEE CONDUCT
5.1.1. Members of the Committee shall conduct themselves in ways conducive to cooperation and teamwork.
5.1.2. Actions of Committee Members shall uphold the integrity of the Branch, and aim to achieve its objectives.
5.1.3. Members of the Committee shall exercise confidentiality in regards to Branch activities until a time plans for such activities are confirmed and ready to be publicly announced.
5.1.4. Members of the Committee shall exercise confidentiality in regards to internal conflicts in the Committee and under no circumstance shall this confidentiality be violated.
5.1.5. Any Member(s) of the Committee found to be in violation of the above regulations shall be addressed by the Committee as a whole.

5.2 TREASURY
5.2.1 All transactions made involving the Branch account shall only be in matters related to Branch activities and functions.
5.2.2 Transactions of the Branch shall primarily be made and authorized by the Chairperson and Treasurer.
5.2.3 If the above is not possible, transactions shall be made and authorized by any two (2) of the four (4) custodians of the Branch account.
5.2.4 Where expenses cannot be paid directly from the Branch account, parties incurring such expenses shall meet the expenses personally to be later reimbursed by the Branch at the next scheduled meeting.
5.2.5 All expenses paid personally must be evidenced by proofs of purchase to be submitted to the Treasurer for validation.
5.2.6 The Branch shall not transmit any monies or grants to any person by way of gift nor upon dissolution of the Branch.

6. MEETINGS

6.1. The Branch shall hold its Annual General Meeting during the first three weeks of April.
6.2. The Committee Members shall meet weekly to discuss the direction of the Branch with a minimum of four (4) Members present.
6.3. The Secretary shall forthwith call a Special Meeting of the Committee upon receiving a written requisition from at least two members thereof; and such Special Meeting shall be held not later than seven days immediately following receipt of such requisition.
6.4. If the Secretary fails to call the meeting within that time, any of the members signing the requisition may do so. Any business set out in the requisition shall have priority over all other business.

7. DURATION OF OFFICE

The Committee Members shall remain in office for the year between consecutive AGM’s. Such a period is extendable to a maximum of two years shall the Member(s) be re-elected.

8. TERMINATION OF OFFICE

8.1. Termination of office shall be exercised shall a Committee Member be absent from three or more consecutive meetings without valid reason being expressed to the Committee within seven (7) days of his or her absence.
8.2. Shall a Committee Member receive a vote of ‘no confidence’ by two-thirds majority of the Committee, the Member concerned shall be asked to resign from his or her post, or participate in an exchange of portfolios with another Member of the Committee.
8.3. Shall a Committee Member for any reason seek to resign from his or her post, a written notice shall be addressed and submitted to the Vice-Chairperson of the intention, and the Committee notified at the next meeting.

9. ACCESSION

9.1. Existing Committee Members who have served no less than six (6) months in the Committee shall only fill positions of Chairperson, Vice-Chairperson and Treasurer.
9.2. Nominations for such positions shall be forwarded to the exiting Members of the Committee, who shall supervise the internal election.
9.3. Such positions shall be appointed by way of secret ballot in the month of April prior to the AGM with successful candidates winning a two-thirds majority vote from the current Committee.

10. DISSOLUTION

10.1. The Branch shall be dissolved upon receipt of a two-thirds majority vote from the current Committee.

11. ALTERATION OF CONSTITUTION

11.1. Any two financial members of the Branch may not less than three days before the day appointed for the next meeting submit to the Secretary a notice of motion signed by them proposing an alteration to the Constitution.
11.2. The motion may then be considered by the Branch at its next meeting and amendments, which are relevant to the subject matter thereof, may be moved without notice.
11.3. The motion of any amendments thereto shall not be deemed adopted unless it receives a two-thirds majority of the members present and voting.